What To Look For When Choosing An Event Space

By Author: AKM
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As events moved online during the lockdown, there was no doubt that this improved commuting and the environment, but it came at the expense of connection. Now that events at places like history museum event rental have returned with a vengeance, here are a few things to think about when making your next hire.

Every event is different, so there is no 'perfect' choice for everyone, but if you ask yourself the following questions, you'll ensure you've covered the essentials:

Location
Whether you're hosting a B2B or a consumer event, you need to make it easy for people to get there. Take the time to learn where your intended visitors are likely to come from and how their journey will unfold. Examine any potential site's public transportation options and consider how your guests would get from the station.

When deciding where to hold your event, plan ahead to help attendees reduce their carbon footprint by choosing venues closer to home or with easy access to public transportation. As the world begins to open up again, supporting smaller and more local businesses could have a significant positive impact. ...
... Understand your target audience and ensure that the venue reflects not only the event but also the guests' tastes and expectations.

Venue and Values
Consider the essence of your event and how the venue fits the mood you want to set. A historians' conference, an actor's party, a drinks reception for an octogenarian's birthday, and an office Christmas party will all require very different spaces. Perhaps your guests would prefer a room with a story to tell, or perhaps they would prefer a more modern setting.

Events are more meaningful when they have a message that extends beyond the boardroom, and bringing people together to connect is a great way to infuse a movement with the necessary energy. Running current, impactful events that challenge the status quo is a great reason for cohesion.
Choose venues that have gone above and beyond to ensure that sustainability is built into the brickwork when it comes to building credentials.

This not only benefits the environment, but it also improves one's mental and physical well-being. Floor-to-ceiling glazing provides ample natural light, and secure cycle storage and showers for cyclists encourage attendees to combine their commute with their workout. No event is too big or too small to make an impact with a variety of options to suit start-ups of any size!

Depending on the nature of your conference, you may require audio-visual services. This can help to improve the event by making it more engaging and effective. If you wanted to have audience interaction alongside your presentations, for example, you could ask your conference venue to provide you with a Twitter Wall. If you need to webcast your event, you should make sure that this service, as well as high-speed Internet connectivity, is available, and, more importantly, that it is included in the venue rental.

Capacity
You may be hiring a 250-person capacity space, but is that for a drinks reception or a sit-down meal? Check with your event coordinator at the venue to ensure there is no confusion about the numbers. It's also worth considering best and worst case scenarios when sending out RSVPs: would the room appear empty if your attendance was low, and could it handle all of your invitees?

If you're using a museum space for rent for the first time, ask them for the contact information of some of their previous clients. Speaking with someone the venue has put you in touch with is unlikely to yield negative results, but they may be able to provide you with objective advice on whether or not the venue is appropriate for your specific event.

Catering
Do you have to use the venue's in-house catering team, how good are they, and how much do they charge? It's likely to be your second most expensive expense after venue hire, so make sure you understand your options. Always inquire about drinks as well. Do you have anything particular in mind for the catering? Is the venue able to accommodate it? Perhaps you should hold a smaller trial event before something bigger.

The amount of waste produced by large events is one of the most visible negative impacts - from festivals to conferences, the visible residue of congregating a large number of people can make even the greenest event counterproductive. Have plenty of recycling and waste disposal facilities on hand to deal with the fallout. And, because prevention is better than cure, concentrate on the first two principles of reduce, reuse, and recycle, as well as sourcing catering equipment that is resourceful and locally sourced.

Conferences, workshops, and meetings can generate a significant amount of paper waste, which unfortunately does not always get recycled properly. Remove paper handouts and sign-in sheets in favor of digital alternatives that are also faster and more efficient. Make the most of custom mobile apps, online ticketing, and digital marketing – staying on top of the latest technology and utilizing channels like these benefits both guests and hosts. It can make future marketing much more insightful and streamlined, as well as allow attendees to be more interactive with the offerings.

It is critical to consider your priorities. Most of the venues you consider for your event will require a minor compromise. Perhaps it's a late license requirement, a lack of break out space, or a limited wine selection... Make a list of what's important to you and your guests so you don't get wowed by a venue that doesn't deliver on some of the most important factors to you.